Part1: Who can create a form?
Part 2: Creating a new Webform and Setting up fields
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Form components
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Conditionals
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Emails
Part3: Submission access and settings
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Submission Settings
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Scheduler
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Access
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Validation across all submissions
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Validation of single submission
Part4: Clone forms
Part5: Results
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Part1: Who can create a form?
Only the following people are allowed to set up forms in forms.esn.org:
- International Board
- Alumni Board
- CNR Coordinating Team
- Committee Chairs and Vice-chairs
- ESNoffice staff
Part 2: Creating a new Webform and Setting up fields
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Creating new Webform
Give it a title and press ‘Save’.
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Form Components
You can choose from different types:
Select options:
And load pre-built option list (For example: Days of the week, ESN Sections, ESN Countries).
Note: Key-value MUST be specified in this way: Code1|Option1, Code2|Option2, and Code3|Option3.
Allows to the user to choose one or multiple values from the options shown.
Check the option ‘Multiple’ if the user should be allowed to choose multiple values. (Select one vs. select many values)
As you may check the option ‘Listbox’ if you want the select component to be displayed as a select list box instead of radio buttons or checkboxes.
You may display it as a dropdown list or radio buttons.
Fieldset:
A fieldset is used to group related elements in a form by drawing a box around the related elements.
The fields belonging to the fieldset must be put under it in the hierarchy (as you can see in the picture below).
A display option is available for this type of field, it concerns the possibility to collapse and open the field.
Example: Field to fill address information
Page breaks:
Allows to the user to split the form to different pages.
The user can specify labels for Next and Previous page button.
Grid:
Allows to the user to choose same multiple options for different questions.
Hidden:
This field is hidden, but allow the person creating the form to get some information about the user filling the form in the final results.
For this u need to browse the list of available tokens and put the cursor in Default Value, and then click a token to insert it into the field you’ve last clicked.
The most useful cases are: Section code, Email, and User name.
Textarea:
Allows to the user to write a long text (Description, Comments,…).
File:
Allows to the user to upload a file.
You may optionally specify a sub-directory to store your files, and choose the extensions for this field.
Other field types:
There are also other types of fields:
Date,
E-mail,
Number.
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Conditionals
It’s possible to add conditional action on the form you are creating, by clicking on ‘conditionals’ and you may add conditions.
Here we can see in this example, we allow only to users from ESN Belgium to have the possibility of uploading files (this assumes that fields “country” and “file test” are created).
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Emails
There is two possibilities to choose to which E-mail address(es) the Form submissions will be sent:
-By default one or many particular address(es)
-Or the e-mail address of the person who submitted the form.
This method requires existence of the hidden field labeled E-mail Address (like in the example below) with the default value of the token with the user email address.
And then set the “e-mail to address” to: Component = “E-mail Address”.
You may specify the e-mail header details (Subject, Email from address, Email from name).
An e-mail template can be added to customize the display of e-mails.
You can use browse the available tokens and use them to personalize your email if needed.
Part3: Submission access and settings
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Submission Settings
-Confirmation Message
Add a confirmation message to be shown upon once the form is submitted.
The confirmation message supports Webform token replacements.
-Redirection location
Choose where to redirect the user upon successful submission. The Custom URL option supports Webform token replacements.
-Total submissions limit
Limit the number of submissions per user. A user is identified by their user login if logged-in, or by their IP Address and Cookie if anonymous.
-Status of this form
Status can be ‘open’ or ‘closed’.
Closing a form prevents any further submissions by any users.
-Advanced settings
Here is options about:
Saving the forms, showing the previous submissions notification that appears when users have previously submitted this form, and modifying the ‘Submit Button Level’.
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Scheduler
In the form settings page, you may schedule when users are allowed to use the Webform you have created.
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Access
The roles that the forms can be restricted to are following:
- anonymous user (anyone, even not logged in with Galaxy account)
- authenticated user (anyone logged in with Galaxy account, even without roles)
- ESN Member (anybody with Galaxy account with at least one role)
- International Board (IB members)
- Office Staff (ESNoffice people)
- CNR Admin/Secretary (CNR coordinating team)
- National Board (national regularBoardMembers, presidents, vicepresidents and treasurers from all countries)
- National Representative (NRs and vice-NRs from all countries)
- CEP Delegate (presidents and local representatives from sections in CEP region)
- NEP Delegate (presidents and local representatives from sections in NEP region)
- SEEP Delegate (presidents and local representatives from sections in SEEP region)
- SWEP Delegate (presidents and local representatives from sections in SWEP region)
- WEP Delegate (presidents and local representatives from sections in WEP region)
- Section Delegate (president or local representative of any section)
- National ESNcard coordinator (national card managers)
- Local ESNcard coordinator (local card managers)
- Committee Chair (chairs and vice-chairs of all committees)
- Committee Member (member of any committee)
- Comcom Member (members of Comcom)
- IT Member (members of IT committee)
- NEC Member (members of NEC)
- ICE Member (members of ICE)
- FiCo Member (members of FiCo)
- Alumni Board (international alumni coordinators)
- Alumni (alumni and alumni coordinators on all levels, plus members of international alumni network)
The users with other roles can submit webforms.
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Validation across all submissions
Example scenario:
Making sure that only one vote per section will be casted when electing Regional Platform OC.
Use a Text field for section code with default value set by the token with section code.
Validation should be set as “Unique” (to check that all entered values are unique), and the display disabled (to make this field non-editable).
Result:
Here you can see a disabled field with imported value.
And if users from the same section try to submit this form more than one time, the message below will be shown:
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Validation of single submission
It’s possible to add some validation Rules.
Then we can add a validation rule (e.g. unique values) to verify that none of the specified components contain the same value as another selected component in this submission.
Example: Different Dates
Then if we try to enter the same value in two different fields,
The message below will be shown:
Here is a list of other validation rules:
Numeric values
Minimum length, Maximum length
Minimum number of words, Maximum number of words
Equal values, Compare two values, Unique values, Specific value(s), Default value
Some of several
Minimum number of selections required, Maximum number of selections allowed
Exact number of selections required
Starts with, Ends with
Regular expression, case-sensitive, regular expression, case-insensitive
Must be empty
Words blacklist
Must match a username
Valid URL
Part4: Clone forms
You may clone every content (webform).
Open the Webform you want to clone and click ‘Clone Content’.
Now you can modify the Title and all the rest of Webform informations.
Operations:
Editing: You have the possibility to edit only the webforms you have created with your account.
Note: About the status of cloned Webforms from unpublished ones, the status will be set at “published” once created.
Part5: Results
To check the results of the submissions, you need to move to ‘Results’ tab.
Here you can see all the submissions, the analysis of the results, a table which contains all the results of the submitted forms, and Download the results in different export format and choosing the options which can fit to your requirements.
